Job Responsibilities:
Sales Order Management
• Receive and review Sales Orders from the Sales Team.
• Identify whether the sales item is a Just-In-Time (JIT) stock or replenishment stock.
• Evaluate stock levels to determine if replenishment is necessary.
Notify the Purchasing Staff if stock levels are below the minimum or have reached the reorder point.
• For JIT stock items, collaborate closely with the Purchasing Staff to confirm stock availability with suppliers/vendors.
Notify the Sales Team if stock is unavailable.
• Communicate any updates or changes in sales prices to the Sales Team, especially in response to fluctuations in purchasing costs.
• Compile the JIT stock order list and provide it to the Purchasing Staff after the Sales Cutoff time.
Delivery Order Processing
• Convert Sales Orders into Delivery Orders once stock availability is confirmed for delivery to customers on the designated date.
Sales Invoice Management
• Transform Delivery Orders into Sales Invoices.
• Print and attach the Sales Invoice to the corresponding Delivery Order.
• Separate invoices for Penang and Klang Valley customers and provide them to the Operations Team for assembly and delivery.
Sales Returns Management
• Coordinate with the Operations Team regarding sales returns and determine if replacement is required.
Debit Note and Credit Note Issuance
• Issue Debit Notes, clearly stating the reason for the adjustment.
• For sales returns with replacements not completed on the same day, issue a Credit Note followed by a new Sales Order, Delivery Order, and Sales Invoice for the replacement.
• For sales returns without replacements, issue a Credit Note.
Customer Account Management
• Obtain Account Opening Forms from the Sales Team and create Customer IDs in the system.
• Maintain accurate and up-to-date customer records, including contact information, payment terms, and account history.
• Reconcile customer accounts regularly to ensure accuracy.
Payment Collection Processing
• Provide the Customer Statement of Account to the Sales Team on a weekly basis.
• Record and allocate payments received (e.g., checks, bank transfers, or online payments) to the appropriate customer accounts.
• Manage payment allocation for partial payments, overpayments, and credit memos.
Reporting
• Prepare Accounts Receivable aging reports and provide insights on overdue accounts.
• Generate monthly Accounts Receivable summary reports for management review.
Documentation and Record Keeping
• Maintain organized records of all Delivery Orders, invoices, payments, and correspondence.
• Archive closed accounts and ensure proper documentation of resolved disputes.
Ad-Hoc Duties
• Perform ad-hoc tasks and responsibilities as assigned by the superior.
Company:Advance Sincere Sdn Bhd is the leading importer and distributor of specialty food and marine produce in Kuala Lumpur.#J-18808-Ljbffr